Best Practices For Centrally Governing Your Portal And Taxonomy Echo Technology Share Point Best Practices Conference

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Published on February 4, 2009

Author: NickKellett



How to: Centrally manage your SharePoint portal while still letting your users and administrators feel in control

Best Practices For Centrally Governing Your Portal and Taxonomy

About the Speaker…  Nick Kellett  Technical Product Manager of echo for SharePoint   10+ years of web programming around the world I’ve been working with SharePoint 2007 since Office 12 Alpha   I ran one of the pilot SharePoint Deployment Planning Services engagements in Australia  I blog at Planet MOSS (

Agenda The SharePoint Paradox  Common Portal Headaches  Pain Relief  Create a Governance Site  Use Your Governance Site  What If It’s Too Late?  Learn and Evolve  Questions and Wrap-up 

The SharePoint Paradox Centralized Decentralized   Site architecture is centrally controlled Site architecture is ad-hoc   Metadata is always applied to content Metadata may not be applied to content   Site Columns and Content Types are Columns are created on lists created at site collection root  Columns are combined in an ad-hoc Lists get “bundles” of columns  basis on each list PROS PROS     Improves consistency Requires no planning   Reduces metadata duplication Requires little upfront effort   Easy to update Works across site collections and portals  Easy to support and train on  CONS  Allows document-level DIP, Workflow, Information Policies, and document  Decreases consistency templates  Increases metadata duplication CONS   Hard to update  Requires planning  Hard to support and train on  Requires upfront work  Only allows list-level Workflow,  Hard to manage across site collections Information Policies and document and portals templates  Difficult to reverse

Common Portal Headaches Slow or ad-hoc content migration  Inconsistent taxonomy  Authors don’t apply metadata correctly  Difficulty controlling lists, templates, and content types  Portal lacks high fidelity search  Sites are inconsistent  Users can’t find information easily  Portal is too hard to modify  Poor portal adoption and low user satisfaction 

Pain Relief Create A Governance Site TODAY  Centralize Your Templates  Centralize Your Taxonomy  Enlist your users and authors  Migrate content  Use your Governance Site 

Create A Governance Site Your users and portal administrators need:  1) Knowledge and understanding of portal standards 2) Communication 3) Training 4) Support 5) Self-service 6) Taxonomy guidelines This should be provided in a single place  You might as well use SharePoint 

Centralize Your Templates Upload your policies and procedures  Create site and list “templates”  Create and populate lookup lists  Deploy and configure web parts and workflows  Upload all your resource files  You can have different templates for different needs 

Centralize Your Taxonomy Goals: Single Source of Truth  Consistent  Centrally Managed  Universal  Flexible  Unique 

Use Your Governance Site Use your site and list “templates”  Apply content types to lists and sites  Create and modify list views  Setup Search  Setup Managed Properties in Shared Service Provider  Use Saved Searches  Teach users how to make Property Queries  Modify Advanced Search to allow users to target site columns  Use Content Query Web Parts to target metadata 

This demo shows a sample portal Governance site GOVERNANCE SITE

Planning Best Practices When centralizing, keep it “Real World”  Don’t design around the limitations of SharePoint 

Metadata Best Practices DON’T: DO:   Limit the content types and Modify the OOB content   columns you use types and columns Create only what you will use Reinvent the wheel   Create “Root” content types Use > 32 chars, special   chars, or spaces in content Create top level content types  type and column names and site columns Repeat Yourself  Use the “Update list and site  content types” option Be too specific  Use Link to a Document, Use too many Required   Lookups, Choice, and BDC columns content types Forget to enforce naming  Use sensible column defaults conventions  Deploy as a Feature for reuse Use Folders (Except for   Archives)

This demo shows examples of SharePoint Metadata best practices SHAREPOINT METADATA BEST PRACTICES

Recruit Your Users Users are bound by Gravity  Move desirable content into SharePoint 2007 ASAP  Help them search results  Communicate 

Recruit Your Authors DON’T: DO:   Show them why they should Make your Admins   care responsible for migration Train and support them Annoy Your Authors   Use Excel spreadsheets to Wait until Migration Day to   help them list their files consult with Authors Allow them to make “bulk Migrate files without applying   changes” to their metadata your metadata even after migration Schedule frequent mini-  migrations

Migrate Your Content Content owners decide what migrates  Clean up and migrate existing files, OR Adopt a “go  forward” strategy Authors must apply metadata while migrating  Archive the legacy files as soon as possible 

This demo shows some best practices for migrating content CONTENT MIGRATION BEST PRACTICES

What If It’s Too Late? It’s never too late  How to recover:  1) Create Your Governance Site 2) Plan your Central Taxonomy 3) Centralize templates and metadata in the governance site 4) Retrain your users 5) Begin to use the governance site

Learn and Evolve Portals evolve  Keep your templates current  Update your taxonomy and propagate changes  Use search metrics, discussion threads, and polls for  end user feedback Constantly refresh your Governance site 

echo Manages SharePoint Information Content Functionality Configuration Design Architecture File Shares Workflows Site Permissions Themes Navigation SharePoint 2003 Custom Code SharePoint 2007 Master Taxonomy Settings Pages Web Parts Lotus Notes

This demo will show how you can manage your portal using echo for SharePoint ECHO DEMO

Questions and Wrap-up Comments, questions, or have some best practices?   Email Evaluate echo for SharePoint   Sign up for a free trial or a weekly webinar  Visit my blog, Planet MOSS   Feedback forms 

Post conference DVD with all slide decks Sponsored by Thank you for attending!

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